General Description:

The Office Associate III for the Testing Office performs a wide range of administrative and operational support functions to ensure the efficient coordination, distribution, tracking, and management of assessment materials and related services. This position supports division-wide testing operations by working closely with assessment vendors, private day school partners, homebound instructional services, school-based staff, warehouse personnel, and the Instructional Assessment Specialist. The Office Associate III also provides exemplary customer service and maintains accurate records, confidentiality, and accountability for all testing-related materials and processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Plans, initiates, and carries to completion office support activities related to local and state assessment operations.
• Serves as a primary point of contact for assessment vendors regarding ordering, shipping, receipt, reconciliation, and payment of testing materials and services.
• Orders testing materials from vendors and ensures all orders are accurate, timely, and aligned with testing schedules and student needs.
• Coordinates the secure shipment, receipt, tracking, and documentation of testing materials for more than 20 private day school partners.
• Prepares, packs, and tracks testing materials for students receiving homebound instruction, ensuring secure handling and timely delivery and return.
• Works closely with the Instructional Assessment Specialist to order paper-based test materials for school-based students as needed.
• Maintains accurate inventory records for all assessment materials and collaborates with the warehouse staff member to account for materials and ensure proper storage, distribution, retrieval, and reconciliation.
• Monitors and maintains chain-of-custody procedures for secure testing materials and reports any discrepancies immediately to the Manager of Testing.
• Supports budget management activities by tracking expenditures, maintaining financial records, processing documentation, and helping ensure all testing vendors are paid in a timely manner.
• Orders office materials and supplies for the Testing Office and monitors inventory levels to ensure continuous office operations.
• Maintains logs, databases, spreadsheets, and reports related to assessment orders, shipments, inventory, vendor activity, and material distribution.
• Operates a personal computer and related equipment to prepare correspondence, reports, charts, labels, and other documents needed to support assessment operations.
• Responds to inquiries from schools, vendors, private day school partners, and internal staff by providing information or routing requests appropriately.
• Maintains confidentiality of student information, testing schedules, secure materials, and other sensitive records in accordance with division, state, and testing requirements.
• Establishes and maintains effective working relationships with school personnel, private day school partners, vendors, warehouse staff, and other internal and external stakeholders.
• Assists with testing-related administrative projects, timelines, and documentation to support the overall work of the Testing Office.
• Assumes responsibility for professional growth and development by keeping current with testing procedures, administrative practices, and relevant office technologies.
• Performs other related duties as assigned.

QUALIFICATIONS:

• High school diploma or its equivalency, plus one year of office associate experience.
• Must have a general knowledge of business office procedures, practices, and equipment and the ability to quickly learn the operations of the office and other duties as assigned.
• Must have the ability to perform mathematical calculations and demonstrate excellence in business English, grammar, spelling, and punctuation.
• Excellent communication, organizational, and public relations skills are required.
• Must be able to establish and maintain effective working relationships with others and be adaptable to changing priorities.
• The ability to efficiently organize assignments, effectively handle multiple assignments simultaneously, and work effectively under minimum or no supervision is essential.
• Must have the ability to exercise tact, good judgment and demonstrate initiative in the completion of assignments.
• Must be able to work with school administrators, teachers, and business partners.
• Excellent computer skills are required.

GENERAL DEFINITION AND CONDITIONS OF WORK: Performs clerical work typically performed in an office setting. Work requires sitting, occasional walking, light lifting of office items up to 10 pounds, fingering, and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word, hearing is required to perceive information at normal spoken word levels, and visual acuity is required for preparing and analyzing written or computer data, operating machines, and determining the accuracy and thoroughness of work.

HOW TO APPLY: All applicants (including RPS employees) must submit an online application. Please access the website at: www.rvaschools.net.

Please upload the following information with your application: a current resume, transcript, and license if applicable.

Three reference names and contact information will be required if you progress to the interview step of the selection process. Richmond Public Schools will conduct a background investigation, fingerprinting, and tuberculosis screening as a condition of employment. EOE.

LENGTH OF CONTRACT: This is a twelve-month (260 days) contract position, grade 109.4, with excellent benefits.

FLSA: Non-exempt

START DATE: Based on School Board approval